SDO - Secretary II

Yulista Holding; Phoenix (AZ); On-site; USD 38,000 - 52,000; Full time

Job summary

Calista and Subsidiaries seeks a detail-oriented secretary to provide principal secretarial support and manage routine office operations under the supervisor. duties include scheduling, correspondence, and maintaining records, with independence in day-to-day tasks.

The ideal candidate will have HS diploma, strong English communication, and proficiency with Microsoft Windows and Office; experience with government or DoD environments is a plus and the role requires passing a security clearance.

Qualifications

• Must be a high school graduate or equivalent.
• Ability to communicate using the English language.
• Must be able to pass a drug test and obtain a DoD NACI Secret clearance.
• Safeguard government property and maintain security requirements.
• Not an employee of the US Government if conflict of interest.
• Ability to work under general instruction with initiative.
• Excellent written and verbal communication and customer service skills.

Responsibilities

• Screens telephone calls and visitors; responds to information requests.
• Prepare and sign routine nontechnical correspondence.
• Schedule appointments and arrange conferences; assemble materials.
• Attend meetings and report proceedings.
• Review outgoing materials for accuracy and conformance.
• Collect data for routine inquiries and refer non-routine requests.
• Explain procedures to staff; coordinate forms and processing.
• Maintain supervisor's calendar and meeting rooms.
• Maintain internal reports and office files.
• Requisition supplies and services; transcribe dictation.

Skills

Data entry

Office equipment

Customer service

Analytical skills

Decision analysis

Interpersonal skills

Clear written communication

Education

High school diploma

Tools

Microsoft Windows

Microsoft Office 2013/2016

Job description

PRIMARY FUNCTION

• Provides principal secretarial support in an office, usually to one individual, and, in some cases, also to the subordinate staff of that individual.
• Maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff.
• Works fairly independently, receiving a minimum of detailed supervision and guidance.
• Performs varied clerical and secretarial duties requiring a knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.

ESSENTIAL FUNCTIONS

• Handles differing situations, problems, and deviations in the work of the office according to the supervisor's general instructions, priorities, duties, policies, and program goals. Supervisor may assist secretary with special assignments. Duties include or are comparable to the following:
  • a. Screens telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures; determines which requests should be handled by the supervisor, appropriate staff member or other offices.
  • b. May prepare and sign routine, nontechnical correspondence in own or supervisor's name;
  • c. Schedules tentative appointments without prior clearance. Makes arrangements for conferences and meetings and assembles established background materials, as directed.
  • d. May attend meetings and record and report on the proceedings.
  • e. Reviews outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures; assures that proper clearances have been obtained, when needed.
  • f. Collects information from the files or staff for routine inquiries on office program(s) or periodic reports. Refers non-routine requests to supervisor or staff.
  • g. Explains to subordinate staff supervisor's requirements concerning office procedures. Coordinates personnel and administrative forms for the office and forwards for processing.
  • h. Carries out recurring office procedures independently, and selects the guideline or reference that fits the specific case. The supervisor provides specific instructions on new assignments and checks completed work for accuracy.
  • i. Control mail and assure timely staff response, and send form letters.
  • j. As instructed, maintain supervisor's calendar, make appointments, and arrange for meeting rooms.
  • k. Review materials prepared for supervisor's approval for typographical accuracy and proper format.
  • l. Maintain recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans.
  • m. Requisition supplies, printing, maintenance or other services, type, take and transcribe dictation, create and maintain office files.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities. This position has the responsibility and authority to carry out assigned tasks.

KNOWLEDGE, SKILLS and ABILITIES

• Ability to enter data accurately into databases, write routine reports and correspondence, use general office equipment such as fax, scanner, phone, copier, etc.
• Have the ability to perform basic mathematical computations, detect unobvious facts and issues and exercise resourcefulness in resolving problems.
• Strong professional customer service skills, including active listening, prompt service and follow-up.
• Excellent analytical skills with the ability to evaluate data and consider decision impact across multiple areas.
• Strong decision analysis and problem solving skills; ability to draw conclusions and justify decisions. Must be able to communicate issues to management and regulatory agencies.
• Excellent interpersonal skills to work effectively and cooperatively with all levels of management and staff.
• Familiarity with or the ability to interpret Air Force Handbook 33-337 (Communications and Information) Tongue and Quill.

QUALIFICATIONS:

• Must be a high school graduate or equivalent.
• Ability to communicate using the English language.
• Must be able to pass a drug test, and have, or be able to obtain, a DoD National Agency Check Investigation (NACI) Secret Security Clearance.
• Ability to safeguard all government property/facilities and provide adequate resource protection to prevent contamination, pilferage, sabotage and accidental damage, including controller used controlled forms.
• Not an employee of the United States Government if employment will create a conflict of interest.
• Not an employee of the Department of the Air Force without approval IAW DoD 5500.7-R (Joint Ethics Regulation) or the Department of Defense if such employment would be contrary to policies contained in AFI64-106 (AF Industrial Labor Relations Activities).
• Must not pose a potential threat to the health, safety, security and general wellbeing or operational mission of the installation and its population.
• Present a neat, clean and professional appearance at all times, unless precluded by assigned work.
• Must have excellent communication and customer service skills, as well as clear, effective technical writing ability.
• Ability to take initiative and be tenacious in completing routine duties as well as resolving novel challenges; analyze, research, find and follow‑through with solutions, and document key steps.
• Demonstrable experience as a self‑starter who takes initiative in problem resolution, and follow‑through for non‑routine issues.
• Strong knowledge and experience with Microsoft Windows Operating Systems, and the Microsoft Office 2013 or 2016 Suite of programs.

PREFERENCE STATEMENT

Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT

Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non‑work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non‑discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.

REASONABLE ACCOMMODATION

It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.

This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.